CYC, BSA :: Resources :: Unit Recharter Instructions

2010 Unit Recharter Process

Welcome to the 2010 Connecticut Yankee Council unit recharter CD. This guide will walk you through this annual process to ensure that common errors are avoided and that all steps of the process are completed. Please read the instructions carefully to avoid mistakes that will cost you time and energy.

The recharter process should be completed by your District Re-Charter Date or by December 6, 2009. Please be respectful of the time of the volunteers that are working to assist you in completing this process and complete your recharter on time.

Steps one through nine can be completed immediately. Steps ten through thirteen can be completed after November 1^st when the Internet Recharter process website is activated.

Most forms can be completed electronically through the use of forms over the internet. Be sure that your computer is connected to the internet prior to following the links in the instructions below. If you have questions during the process please contact your District Leadership team through the question links found at the end of this document.

1) Charter Information Update Form

Completion of this form will ensure that information about the unit charter organization is up to date. It will also help us understand the unit by communicating meeting date, time and location to key district volunteers.

This form can be completed at: Charter Update Form

2) Unit Contact Information Collection

This form collects information about volunteers in your unit that hold key roles that correlate to volunteers at the district and council level. With the information provided we will be able to enhance how we communicate and target information to the right people. Please review this form before you begin completing it. A name is requested for each contact so it is recommended that you discuss these roles within your unit committee and identify the unit contacts before starting the form. You are not able to save information on this form so do not start until you have a name for each position requested.

This form can be completed at: Unit Contact Information

3) 100th Anniversary of Scouting step.

Scouting celebrates its 100th Anniversary in 2010. This is not just a birthday party, but a year-long celebration designed to raise awareness of the value of Scouting to our community and help us as we engage new families, volunteers and donors. If there ever was a time to tell our community about the great things that Scouting does for kids, now is the time. Resources on all of the Council and national level programs are available on the Council’s 100th Anniversary website at www.ctyankee.org/100years.

Our Council campaign is titled “100 Service Projects” and encourages our units to partner up with each other and community organizations to complete service projects between now and May 2010. Complete details, tools, and frequently asked questions are available on the Council’s 100th Anniversary website.

Please tell us who is coordinating the 100th Anniversary Celebration and “100 Service Projects” campaign for your unit so we can assist you at http://bsa.inquisiteasp.com/cgi-bin/qwebcorporate.dll?idx=VYMJ2U.

4) Friends of Scouting Presentation Schedule

When you calculate the fees at the end of the recharter process you will calculate a fee that is sent to the National Council of the Boy Scouts of America. The Connecticut Yankee Council is supported partially through the Friends of Scouting campaign that takes place between the months of December and April. A Friends of Scouting presentation between five to ten minutes in length is held at a meeting where families are present. Please complete the Friends of Scouting scheduling form to provide the district with details on when the unit’s Friends of Scouting presentation will be held.

This form can be completed at: Friends of Scouting Presentation Schedule Form

5) Unit Account Charge Authorization Form

A unit account is often held, like a bank account, by the Connecticut Yankee Council for each unit. Each year the unit is asked to update the information on the account to ensure that only authorized volunteers are able to charge against the unit balance. After December 6^th this form must be completed on paper to make updates.

Unit Accounts can be used for: Council activities, registration fees, store purchases, and

other district and council expenses.

This form can be completed at: Unit Account Charge Authorization Update

6) National Scout Store Tax Exempt Status

In order for your unit to be considered tax exempt at the National Scout Store in Milford your unit must complete a CERT-119 form and provide a copy of your charter organizations Tax Exempt Certificate every three years. A blank copy of the CERT-119 form can be downloaded from this CD but the Tax Exempt Certificate is provided by your charter organization. These forms should be turned in directly to the National Scout Store in Milford.

If you have a form on file with the National Scout Store in Milford currently AND you have been previously approved as tax exempt, you do not need to complete this step unless your unit appears on the certificate expiring list. If your unit appears on the certificate expiring list you should follow this step.

Download a PDF copy of the National Store Tax Exempt Expiring Listing

Download a PDF copy of the CERT-119 form: CERT-119

7) Order of the Arrow Troop Election Schedule

Boy Scout Troops only: If you are not completing the re-charter for a Boy Scout troop you should skip this step. If you are representing a Boy Scout Troop please follow the link provided below to schedule an election to take place at a troop meeting.

Elections are scheduled at: www.owaneco.org/unitelection

8) Internet Recharter – Pre-Processing

a. Select an adult to be the renewal processor for the Internet Charter Renewal.

b. During the month of October – Be Prepared - Gather the registration information you need to process your charter. Conduct a Membership Inventory by following the enclosed instructions.

i. Instructions on how to complete a Membership Inventory

c. Registrations received in 2009 should be registered the month it was received. Please use the 2009 Prorated Fee Chart to identify what the cost for registration is prior to sending in your registrations. NOTE: The 2009 Fee Chart and 2010 Fee Chart are different due to the fee increase for 2010

Resources for the Membership Inventory

Download a PDF of the 2009 Prorated Fee Chart

Download a PDF of the Adult Registration Form

Download a PDF of the Youth Registration Form

STOP – Before you continue please ensure that all youth applications and adult applications are sent to the Council Resource Center to be processed. Please time things out. It takes about 2 weeks to process applications that are sent to the Council Resource Center. Be sure to send your applications in at least two weeks prior to entering the Internet Recharter website.

9) Ensure that Applications Have Been Processed

Verify adult leaders and youth have been processed before you continue. The easiest way to check on your unit roster is to use the internet advancement website. Your login information is found on the CD envelope. SAVE THIS INFORMATION to enter your unit advancement online rather than completing paper advancement forms during the year. The website to access internet advancement is: https://scoutnet.scouting.org/iadv/UI/home/

10) Internet Recharter - Processing -

Available – November 1^st

Questions about the Internet Recharter process can be directed to Council Registrar Kathy Znosko

a. Beginning November 1^st (60 days before the unit charter expiration date), log onto the Council website. Click on “Resources” and then “Unit Charter Renewal.”

b. Select “First Time User” and enter the unit access code (located on the CD).

c. Select the unit type and enter the unit number.

d. Create a password as instructed.

e. Complete the information on each screen as requested. You can stop at anytime, log off the system, and begin again where you left off by reentering your access code and password.

f. When you have completed all of the information to renew your unit’s charter, click on the “submit” button.

g. Print the “Unit Charter Renewal Report Package,” which includes the charter renewal application and lists of new members, transfers, and multiples.

i. ALL pages that print must be submitted with the charter.

ii. We cannot accept charters printed with DRAFT COPY on the signature page

h. Have the Unit Leader (Cubmaster, Scoutmaster, Adviser, Skipper) sign the completed charter renewal application.

i. You will need a copy of your charter to be signed by the Institution Head (the person in charge of your charter organization). The charter renewal application and charter organization agreement, described in the step below, and the charter document both need signatures.

11) Charter Renewal Packet Signatures & Annual Charter Agreement

The Annual Charter Agreement is signed each year by the charter organization. This document solidifies the relationship between the Connecticut Yankee Council and the charter organization as they agree to sponsor their Scouting units for another year. Be sure to have your charter organization agreement and the completed unit charter signed by the Institution Head.

Please open the form and print. This document should be turned in at District Recharter day.

Download a PDF of the Annual Charter Agreement: Annual Charter Agreement

12) Calculate Appropriate Payment

Do not write a check for the amount identified on the Internet Recharter website. This fee does not factor in the Insurance fee for units. To calculate accurate fees please use this Excel workbook. DO NOT WRITE OUT YOUR CHECK. Please bring your checkbook with you when you recharter incase an error is discovered. A final fee will be provided to you at your district recharter day.

Download a PDF of the 2010 Prorated Registration Fees

Download the charter calculation Excel workbook: Charter Payment Calculation Form

Download a PDF version of the charter calculation form (for written use): PDF Charter Payment Calculation Form

13) Turn in Charter Renewal Forms at Re-Charter Day

Take the “Unit Charter Renewal Report Package” along with the appropriate fees to your District Charter Renewal Day.

Powahay District Re-Charter

Questions about Recharter in Powahay District

Recharter Day - November 21, 2009 – Powahay District Website

Scatacook District Re-Charter

Questions about Recharter in Scatacook District

Recharter Day - November 21, 2009 – Scatacook District Website

Pomperaug District Re-Charter